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Home My WebLink AboutItem 2 - Roadmap to Reopening for City OperationsItem 2 City Council/Disaster Council t Agenda Report g p Department Name: Community Development Cost Center: 4001 For Agenda of: May 22, 2020 Placement: Business Estimated Time: 10 minutes FROM: Derek Johnson, City Manager Prepared By: Michael Codron, Community Development Director SUBJECT: ROADMAP TO REOPENING FOR CITY OPERATIONS RECOMMENDATION Receive and file the Roadmap to Reopening for City Operations (Roadmap). DISCUSSION Background City staff from across the organization have completed the Roadmap to Reopening for City Operations (see attached). The Roadmap includes guidance for various work settings (i.e. office, shop, field) that are aligned with the State's designated stages of reopening and County Health recommendations to avoid Covid-19 infection. The Roadmap has been designed as an adaptive toolkit that will assist staff across the entire organization to prepare for reopening, regardless of the specific programs or services that may be offered. Central to this effort are standard "guides" that will apply to most employees and work settings, and the ability to create custom guides for programs and services with more unique requirements. The creation and implementation of the Roadmap is intended to meet the County requirement for a Detailed Risk Assessment and Site -Specific Protection Plan in accordance with State guidance documents. Having such an assessment and plan in place is a component of the County's requirement for businesses to self -certify that they are ready to reopen. Overview The Roadmap is an operational document to be implemented by City staff. It is intended to be a living document and changes will be made as new information arises. The Roadmap is designed to accommodate reopening, and to facilitate the implementation of tightening restrictions in case there is an increase in Covid-19 infections in our community. Policies for reopening related to expansion and contraction, lessons learned, communications, public safety, budgetary considerations, and Roadmap administration are provided. In addition, a feedback tool has been incorporated so that employees can share input about what is working and what needs to be adjusted. The document includes a wide variety of links to external resources that will be useful for reopening, including the City's health screening policy for employees, cleaning Packet Page 45 Item 2 and disinfecting protocols, and external documents such as the County's reopening self - certification form. Employee Engagement The development of the Roadmap was a collaborative process and included inputs from a wide variety of City staff members. Section 3.0 of the Roadmap provides an overview of the employee engagement process. External review of the document was provided by Resolute Associates principal Robert Lewin, a former Cal Fire Chief for SLO County and Santa Barbara County Emergency Services Director. Dozens of employees were consulted Policy Context The Roadmap is tied to and consistent with the State's shelter order. The City has been working closely with the County throughout the pandemic response process and will continue to stay in line with the recommendations of County Public Health. Overall, the Roadmap draws on and facilitates implementation of a wide variety of policies that provide for the health and safety of employees and members of the public. CONCURRENCES The City's leadership team has reviewed the Roadmap and concurs with the staff recommendation. ENVIRONMENTAL REVIEW The California Environmental Quality Act does not apply to the recommended action in this report because the action does not constitute a "Project" under CEQA Guidelines Section 15378. FISCAL IMPACT Budgeted: No Funding Identified: No Fiscal Analysis: Budget Year: 2020-21 Funding Sources Total Budget Available Current Funding Request Remaining Balance Annual Ongoing Cost General Fund N/A State Federal Total N/A There were no costs associated with the development of the Roadmap, other than staff time. Going forward, the reopening of City facilities will have a fiscal impact on the City's general fund. As a result, the Roadmap includes a number of budget policies to guide staff decision -making. Packet Page 46 Item 2 ALTERNATIVES Do not receive and file the Roadmap. This alternative is not recommended because the Roadmap is an operational document intended to facilitate reopening of City programs and services to the community once it is determined to be safe to do so. ATTACHMENTS a — City of SLO Operations Roadmap to Reopening Version 1.1 Packet Page 47 ATTCHMENT A Item 2 City of San Luis Obispo City Operations - Roadmap to Reopening 05/20/2020 Version 1.10 Packet Page 48 ATTCHMENT A Item 2 City Operations - Roadmap to Reopening V1.10 — May 20, 2020 Table of Contents 1.0 Purpose..................................................................................................................... 1 2.0 Background............................................................................................................... 1 3.0 Employee Engagement.............................................................................................2 3.1 Focus Group Questions......................................................................................... 2 4.0 Pandemic Phasing Policies for City Facilities and Services ...................................... 4 4.1 Expansion and Contraction....................................................................................4 4.2 Lessons Learned and New Ways of Doing Business ............................................ 4 4.3 Communications.................................................................................................... 5 4.4 Public Safety.......................................................................................................... 5 4.5 Budgetary Considerations..................................................................................... 5 4.6 Roadmap Administration....................................................................................... 6 5.0 Operational Guidelines..............................................................................................6 5.1 Standard Checklists...............................................................................................6 5.2 Custom Checklists................................................................................................. 7 5.3 Feedback/Assessment.......................................................................................... 7 5.4 Special Considerations for Soft -Reopening During Stage 2.................................. 7 5.5 Covid-19 Self -Evaluation and Certification............................................................ 7 Additional Attachments: ................................................................................................. 14 FeedbackLoop Template.......................................................................................... 14 ReopeningGuides..................................................................................................... 15-27 Packet Page 49 ATTCHMENT A Item 2 City Operations - Roadmap to Reopening V1.10 — May 20, 2020 1.0 Purpose Accepted by the Disaster Council on May 22, 2020, the City of San Luis Obispo Operations Roadmap to Reopening (Roadmap) outlines policies and operational steps for expanding and contracting agency facilities, operations, and staffing as the COVID-19 pandemic evolves and the County of San Luis Obispo ("County") makes decisions on loosening or retightening restrictions based on the State's Resilience Roadmap.' The City's Roadmap is intended for use by department heads and program managers to guide decision making and establish best practices when a new COVID-19 pandemic stage is designated by the County. Furthermore, the Roadmap includes Guides that will support staff at all levels of the organization when it comes time to operate programs and services under each of the State -designated stages. The Roadmap is a "living" document that will be regularly updated and expanded as new best practices are identified and lessons are learned. The Roadmap has five main purposes: a) Direct a safe, strategic, and intentional expansion or contraction of City operations consistent with Federal and State strategies. b) Provide clear objectives and strategies for reopening City services and facilities in anticipation of modifications to the State and County shelter -at-home orders (See Section 4.0 City Facilities and Services Reopening Policies). c) Establish guidelines for the City organization that ensures coordinated, consistent, and effective actions in phasing out restrictive measures, or if need be, restoring them if the emergency warrants (See Section 5.0 Operational Guidelines). d) Promote community and employee safety and wellness during the recovery process. e) Maintain strong partnerships in support of the business community and residents during recovery and reopening. 2.0 Background In response to the COVID-19 pandemic, the State of California and the County of San Luis Obispo issued shelter -at-home orders effective March 19, 2020. The orders require most individuals to "stay at home" and outlined permitted activities essential to critical government, business, and personal services. The pandemic and subsequent "stay at home" orders have substantially affected City operations, access to facilities, availability of services, and City finances. Since the issuance of the stay at home order, the State of California has released and regularly updated the California Resiliency Roadmap, which includes stages of recovery as illustrated in The California Resilience Roadmap is available at: https://covidl9.ca.gov/roadmap/ Page 1 Packet Page 50 ATTCHMENT A Item 2 City Operations - Roadmap to Reopening V1.10 — May 20, 2020 Figure 1. As the community begins to prepare for how to reopen, the City organization must prepare for supporting this reopening with various programs and services, while reopening its own facilities and also remaining flexible to potential further expansions and contractions of pandemic impacts. Figure 1. California Resilience Roadmap Recovery Phases STAGE 2: Lower -risk workplaces Gradually reopen retail (curbside only), manufacturing & logistics. Later, relax retail restrictions, adapt & reopen schools, child care, offices & limited hospitality, personal services. 3.0 Employee Engagement 3� > STAGE 3: STAGE 4: Higher -risk End of Stay workplaces Horne Order Adapt and reopen Reopen areas of movie theaters, highest risk: e.g. religious services. Concerts, & more conventions, personal & hospit sports arenas. ality services. Employee input via focus groups informed this plan for the recovery stage of the COVID-19 pandemic. The feedback provided will help guide the development of the Roadmap to Reopening and implementation of any new policies and procedures that support the health and safety of employees while still providing service to the community. 3.1 Focus Group Questions The focus group questions were developed to glean from employees their impressions on communications and procedure adjustments leading up to and during the Shelter at Home order. Five focus groups were held via Skype for Business with representatives from Parks and Recreation, Utilities, Urban Forest, Facilities, Fleet, Streets Maintenance, and Parks Maintenance. The following questions were posed to over 50 participants: 1. What do you think worked well? a. Initial shutdown with Shelter at Home Order? b. Communication throughout the phased closures? 2. What could be done better? a. Communication? b. Tools/resources/processes? c. Safety? 3. What changes over the previous way of doing business used during the shutdown could your workgroup maintain as the organization phases out of Shelter at Home? (Ex: online payments for services, Skype for Business meetings, Personal Protection Equipment). 4. What do you need to feel safe doing your job? How does that impact your daily responsibilities moving forward? Page 2 Packet Page 51 ATTCHMENT A Item 2 City Operations - Roadmap to Reopening V1.10 — May 20, 2020 Figure 2 COVID-19 Employee Feedback COVID-19 EMPLOYEE FEEDBACK Through discussions with fo-cus groups, we have learned numerous lessons about our 4-rork since the Pandemic: WHAT WE COULD D BETTER - Nlanflge Communications Fatigue = Improve PPE Stockpile IT assistance WHAT WE NEED TO FEEL 4i SAFE . Improved PPE Stockpile • Continued Communication + Clear guidelines for reopening • City-wide Employee Testing ipj WHAT WENT T WELL Daify transparent communication from trusted sources • Quick transitions • Online and in -person resources for information :HAN E E :AN SEEP Skype meetings . Remote work • Hygienic practices . Stag g-Bred work schedules Page 3 Packet Page 52 ATTCHMENT A Item 2 City Operations - Roadmap to Reopening V1.10 — May 20, 2020 4.0 Pandemic Phasing Policies for City Facilities and Services The City intends to reopen its facilities to the public and resume the provision of City services as soon as it is safe to do so. City operations will be reopening in a staged manner, in line with the staged approach described in applicable state and county orders, consistent with the following set of implementing policies. The policies are general in nature and will likely be adapted as we learn more about safe practices for the public and City employees. 4.1 Expansion and Contraction The City will be prepared to expand and contract City services and programs in anticipation of modifications to the State and County of San Luis Obispo Shelter at Home orders. The City will take the following actions during the process of expanding or contracting: a) Respond to, and stay consistent with, State and County determinations regarding the current reopening phase b) Establish a process that gives City staff clear guidance on the steps involved with expanding and contracting City services c) Implement physical improvements to support successful physical distancing (best practices include modifications to door handles, installation of partitions, increasing distance between employees and the public, installing demarcations) d) Develop staffing plans for shifts and remote work to support ongoing physical distancing when required by reopening stage e) During expansion and contraction efforts, continue to follow cleaning and disinfecting protocols for use of shared workspaces, break rooms, meeting rooms, and pool vehicles f) Continue to provide Personal Protective Equipment (PPE) to employees to support their work, depending on the requirements of each stage 4.2 Lessons Learned and New Ways of Doing Business When the Shelter at Home order was put in place, the City quickly responded by modifying service delivery methods to continue to serve the community and pausing some programs until it is safe for them to resume. To ensure employees and the public are protected through the staged reopening, the City will continue the following practices until the end of the pandemic emergency. a) Continue to enable employees to work remotely when determined by the supervisor to be appropriate for the type of work being performed b) Provide additional support to employees and customers who are vulnerable to COVID- 19 infection by providing tools and services that help them stay remote and continue to practice physical distancing c) Standardize remote, electronic payments and applications of all types as the preferred method for engagement with the City d) Establish Skype for Business meetings as the preferred method for collaboration in situations when in person meetings are not required by the situation e) Continue existing programs to implement increased security at all City facilities f) Continue to ensure the availability of PPE for employees g) Ensure that the appropriate type and amount of equipment/technology exists to support remote work during expansion and contraction of programs and services Page 4 Packet Page 53 ATTCHMENT A Item 2 City Operations - Roadmap to Reopening V1.10 — May 20, 2020 4.3 Communications One of the most important roles that the City has played during the pandemic emergency has been to remain a source of reliable information for the public and its employees. This role will continue throughout the process of expanding and contracting services and programs. a) External Communications - The City will continue to engage and be an active voice for its residents, ensuring clear communication regarding: i. The current stage of the reopening plan ii. Modified City services and programs iii. Expectations for behavior to reduce exposure/transmission of COVID-19 iv. Steps that the City is taking to keep residents and employees safe v. Hopeful messaging that supports resilience and pride in the community b) Internal Communications — The City will support its employees by providing easy access to important information, including: i. The current stage of the reopening plan and the guides that have been established to support employees in their work ii. Modified procedures and expectations during the pandemic emergency iii. Notifications about new tools or technology to support productivity iv. Opportunities to stay Healthy and Smart V. Safety policies and expectations for behavior to reduce exposure/transmission of COVID-19: Communications will be provided to all City employees whenever the Health Screening Policy, Health Screening Checklist, Return to Work Policy, Voluntary Use of Cloth Facemasks and the Cleaning and Disinfecting Facilities Policy are updated. 4.4 Public Safety The Police Department and Fire Department have unique responsibilities during a pandemic emergency. Day to day work of keeping the community safe will continue throughout the emergency; however, new practices have been implemented to keep employees and the community safe and to reduce the potential for infection and spread among first responders2. During the reopening process, the following policies will apply to law enforcement, emergency medical response and firefighting activities: a) The City will continue to provide appropriate and sufficient PPE for first responders b) Protective actions, policies and procedures will remain in place to reduce unnecessary activities that subject first responders to elevated risk of exposure to COVID-19 c) Custom guides will be developed prior to staged reopening that are specific to the needs and responsibilities associated with the Police Department and Fire Department 4.5 Budgetary Considerations The City has identified a significant budget gap associated with reduced revenues during the pandemic emergency response. As a result, the Fiscal Health Contingency Plan was activated on March 23, 2020. The following budget policies will guide decision -making during implementation of the Roadmap. 2 First responders are sworn Police and Fire Department personnel. Page 5 Packet Page 54 ATTCHMENT A Item 2 City Operations - Roadmap to Reopening V1.10 — May 20, 2020 a) Continue to follow initial direction until adoption of the 2019-21 Financial Plan Supplement, expected in June 2020. a. Stop any discretionary spending b. Do not use credit cards (unless deemed an emergency by your supervisor) c. Coordinate any purchases with your Fiscal Officer d. Purchase locally whenever possible b) Before restarting a program or service pursuant to the Roadmap, ensure that the Department Head is aware of the activity and any associated expenditures, and that they have been authorized pursuant to the City's fiscal policies and purchasing guidelines with budget appropriations in place. Reactivation of supplemental staff or hiring of staff requires City Manager approval through the City Manager Report process. 4.6 Roadmap Administration The City has established this Roadmap to Reopening City services and programs to ensure all City employees understand the process of expanding and contracting City programs and services during the pandemic emergency. The following features will be supported throughout implementation of the Roadmap: a) Guides that identify expectations and prerequisites for expanding and contracting services and programs b) A process to customize guides for specific jobs where determined to be necessary or helpful by the employees conducting the work c) Ongoing assessment of how implementation of the Roadmap is going d) Ability to make rapid adjustments if feedback from employees or the public indicates that a change in practice or service level is warranted 5.0 Operational Guidelines This section provides an overview of operational guidelines for expanding or contracting services and facilities based on County of San Luis Obispo epidemic stage declarations. The guidelines are broken into common City services and work settings: Public Counter and Open Facility Settings, Office and Meeting Settings, Field or Shop Settings, Public Meeting Setting and City Parks and Recreation Facilities. Directions are provided for employees to create custom guidelines for unique services and work settings (e.g., fire, transit, parking, etc.), which must be approved by the responsible Department Head. 5.1 Standard Guides Table 1 provides an overview of operational guidelines by service/location type and epidemic stage designation. There is a separate guide for each stage to facilitate use. When a new stage designation is made, department heads will notify the management group, who in turn will direct employees to use the appropriate stage guides to prepare for restarting the relevant services and facilities. Page 6 Packet Page 55 ATTCHMENT A Item 2 City Operations - Roadmap to Reopening V1.10 — May 20, 2020 5.2 Custom Guides Guides for each reopening stage will be distributed to City staff. Most people in the organization will be able to use an existing guide; however, this is not a one -size -fits -all situation and some programs or services may require more specialized and nuanced guidance. Here are the steps to customize a guide for your operation: a) Use one of the standard template guides as a starting point b) Overcommunicate — ensure members of the team know a custom checklist is being worked on c) Complete edits to guide using track -changes d) Use departmental chain of command to ensure approval by Department Head before the guide is put into practice e) Provide IT a copy of those who will begin to re-enter the workplace to assure that their work areas are set up and that no equipment was removed to serve others 5.3 Feedback/Assessment Each department will utilize a general template to assess feedback (Attachment 1) from employees during the reopening stages on items such as health, PPE, physical distancing, etc.. Each department should designate an individual to develop and report feedback to City management each week on concerns or needs within their department. In addition, the City will continue to support "You Asked We Answered" — an electronic tool where employees can see what questions have been asked and what concerns have been addressed. If you have questions or would like assistance developing custom checklists please reach out to the contacts listed here. 5.4 Special Considerations for Soft -Reopening During Stage 2 According to the State's Resilience Roadmap, Stage 2 expansion will be phased in gradually. Some communities may move through Stage 2 faster if they are able to show greater progress. The City of San Luis Obispo will follow the lead of the County of San Luis Obispo in determining when it is appropriate to reopen additional programs and services during Stage 2, and when it is appropriate to transition to Stage 3. During Stage 2, a "soft reopening" will be allowed to provide essential services to customers. Once appropriate physical changes have occurred to support social distancing, scheduled appointments with customers may occur within City facilities. Also during Stage 2, departments may pursue reopening public counters on a limited basis to ensure customer needs are being met while providing for the safety of the public and City employees. 5.5 Covid-19 Self -Evaluation and Certification Prior to reopening, designated staff must complete the Business Readiness to Reopen self - evaluation and checklist form. For the purposes of the form, this Roadmap shall serve as the City's detailed risk assessment and site -specific protection plan in accordance with State guidance documents. Statewide guidance on reopening is specific to each type of activity and includes important information to share will all employees. Checklists (see this example for offices) should be posted at appropriate building entries and common areas. Page 7 Packet Page 56 ATTCHMENT A Item 2 City Operations - Roadmap to Reopening V1.10 - May 20, 2020 Table 1. Operational Guidelines for City Facilities and Services by Reopening Stage All Stages Stage One Stage Two Stage Three 1. Service typically provided at the City's public counters will be provided remotely (phone, video, web). Public 1. Ensure appropriate PPE is available to all employees at counters and common public areas such as City Hall and the counter prior to opening to the public. the 919 Palm lobby are closed to the general public until a 2 Ensure disinfectant is available at the counter prior to soft reopening is initiated, starting with meetings by opening to the public. Links to Guides: appointment and transitioning to limited counter hours. 2. Encourage remote work if practical. 3. Ensure Public drinking fountain is shut off and posted as "not • Stage 1 �- 1. Service typically provided at the City's public 3. Encourage Skype for Business or other IT for virtual in use" prior to opening to the public. 4. Post PPE requirements (e.g. masks) for the public • Stage 2 counters will be provided remotely (phone, video, meetings; suspend non -essential in person meetings. ahead of building entrances if required by City declaration. web). Public counters and common public areas 4. Discourage staff from using the phone, desk, office, or 5. Ensure that physical distancing requirements are such as City Hall and the 919 Palm lobby are closed other equipment of another staff member. demarcated, and in place for the public prior to opening Prior to reopening, to the general public. 5. Ensure accommodations are in place to meet physical counter. 1. Recommend employees complete Covid-19 2. Encourage remote work to the maximum extent distancing requirements, (6'or greater). 6. Ensure that the public maintains physical distancing continue to follow County Health Self -Evaluation and feasible. 6. Implement as needed office staffing plan to support while in line for the counter. Dept. protocols related to good Certification Form 3. Utilize Sk e for Business or other IT for virtual Yp physical distancing through staggered shifts. p y g g gg 7. Remove lobby furniture or arrange in manner that hygiene. meetings; suspend non -essential in person 7. Ensure appropriate PPE (masks, hand sanitizer, hand supports physical distancing requirements. 2. Maintain appropriate cleaning Continue following established Cit meetings. 4. Discourage staff from using the phone, desk, office, soap) is available. 8. Small group essential in person meetings with customers 8. Implement all aspects of physical distancing plan for facilities. protocol at public counter and facilities. Public Counter and Y policies for: Physical p y or other equipment of another staff member. may be scheduled with health screening procedures, g Ensure that City y pencils, pens, clipboards utilized by the open 3. Ensure disinfectant is available Open Facility P Y distancing, PPE, g' 5. Ensure appropriate PPE (masks, hand sanitizer, hand soap) is available. physical distancing, and decontamination procedures in effect. public at the counter are properly disinfected prior to p p p Y p at the counter prior too opening p p g Settings 9 personal hygiene, and 6. At the end of the day, disinfect workspace, 9. Essential in person meetings with City staff, including any making them available to the next citizen. to the public. disinfecting: common work areas such as copiers, break members of the public, limited to no more than ten 10. Ensure employees step away from the counter on a regular 4. Maintain signage encouraging • Health Screening areas, and City vehicles used during the shift individuals total. basis to remove PPE, wash hands following best awareness of physical Policy , following the existing disinfecting protocols. 10. Limited open counter hours may be pursued as part of practices, and replace old loves with new loves. p p g g 11. Ensure that the public counter, public door hardware, distancing. g. • Health Screening Document the time the space was cleaned. a soft reopening provided all physical improvements to elevator buttons and other observed items at the public Checklist 7. Practice proper hygiene. support social distancing are in place and enough staff are counter are properly disinfected prior to vacating the • Return to Work 8. Implement office staffing plans to facilitate on site to support counter operations. building. Policy physical distancing in the workplace. 11. Following each in person meeting, disinfect meeting 12. Recommend employees practice proper hygiene in • Voluntary Use 9. Provides special accommodations for personnel who p p spaces using existing disinfecting protocols. Following p g g g p g accordance with the County Health Dept guidelines prior to k Cloth Facemasks are vulnerable to the maximum extent feasible. each meeting, document the time the space was cleaned. returning home. • Cleaning and 12. At the end of the day, disinfect workspace, common work areas such as copiers, break areas, and City 13. Implement office staffing plans to facilitate physical Disinfecting vehicles used during the shift, following the existing distancing in the workplace. Facilities Policy. disinfecting protocols. Document the time the space was 14. Ensure accommodations are in place to meet physical `or cleaned. distancing requirements, (6 greater). 13. Practice proper hygiene. 15. Provide special accommodations for personnel who are 14. Provide special accommodations for personnel who are vulnerable to the maximum extent feasible. vulnerable to the maximum extent feasible. Page 9 Packet Page 57 ATTCHMENT A Item 2 City Operations - Roadmap to Reopening Office and Meeting Settings * Page 10 Links to Guides: • Stage 1 • Stage 2 Prior to reopening, complete Covid-19 Self -Evaluation and Certification Form Continue following established City policies for: Physical distancing, PPE, personal hygiene, and disinfecting: • Health Screening Policy • Health Screening Checklist • Return to Work Policy • Voluntary Use of Cloth Facemasks • Cleaning and Disinfecting Facilities Policy 1. Offices and common public areas such as City Hall and the 919 Palm Street lobby are closed to the general public. 2. Encourage remote work to the maximum extent feasible. 3. Utilize Skype for Business or other IT for virtual meetings; suspend non -essential in person meetings. 4. Discourage staff from using the phone, desk, office, or other equipment of another staff member. 5. Ensure appropriate PPE (masks, hand sanitizer, hand soap) is available. 6. Wash hands at a minimum of once per hour. 7. At the end of the day, disinfect workspace, common work areas such as copiers, break areas, and City vehicles used during the shift, following the existing disinfecting protocols. Document the time the space was cleaned. 8. Practice proper hygiene. 9. Implement office staffing plans to facilitate physical distancing in the workplace. 10. Avoid ALL unnecessary travel between City offices and facilities. 11. Provide special accommodations for personnel who are vulnerable to the maximum extent feasible. 1. Service typically provided at the City's public counters will be provided remotely (phone, video, web). Public counters and common public areas such as City Hall and the 919 Palm lobby are closed to the general public until a soft reopening is initiated, starting with meetings by appointment and transitioning to limited counter hours. 2. Limited open counter hours may be pursued provided all physical improvements to support social distancing are in place and enough staff are on site to support counter operations. 3. Encourage remote work if practical. 4. Encourage Skype for Business or other IT for virtual meetings; suspend non -essential in person meetings. 5. Ensure accommodations are in place to meet physical distancing requirements, (6'or greater). 6. Implement office staffing plan to support physical distancing through staggered shifts. 7. Discourage staff from using the phone, desk, office, or other equipment of another staff member. 8. Small group essential in person meetings with customers may be scheduled with medical screening procedures, physical distancing, and decontamination procedures in effect. 9. Essential in person meetings with City staff, including any members of the public, limited to no more than ten individuals total. 10. Following each in person meeting, disinfect meeting spaces using existing disinfecting protocols. Following each meeting, document the time the space was cleaned. 11. Wash hands at a minimum of once per hour. 12. At the end of the day, disinfect workspace, common work areas such as copiers, break areas, and City vehicles used during the shift, following the existing disinfecting protocols. Document the time the space was cleaned. 13. Practice proper hygiene. 14. Avoid unnecessary travel between City offices and facilities. 15. Implement office staffing plans to facilitate physical distancing in the workplace. 1. Ensure accommodations are in place to meet physical distancing requirements, (6 'or greater). 2. Ensure appropriate PPE (masks, hand sanitizer, hand soap) is available. 3. Schedule in person meetings and appointments with customers with medical screening procedures, physical distancing, and decontamination procedures in effect. 4. In person meetings with City staff or with the public must continue to provide for physical distancing (6). 5. Following in person meetings, disinfect meeting spaces following current facility disinfecting protocols. 6. At the end of the day, disinfect workspace, common work areas such as copiers, break areas, and City vehicles used during the shift, following the existing disinfecting protocols. Document the time the space was cleaned 7. Implement office staffing plans to facilitate physical distancing in the workplace. V 1 I V - IVIQV GV, GVGV 1. Continue to support employee remote work where practical, in particular to support vulnerable employees. 2. Ensure disinfectant is available in office and meeting settings. 3. Maintain signage encouraging awareness of physical distancing. 4. Recommend employees continue to follow County Health Dept. protocols related to good hygiene. 5. Maintain appropriate cleaning protocol at office and meeting spaces. Packet Page 58 ATTCHMENT A Item 2 City Operations - Roadmap to Reopening V1.10 — Mav 20, 2020 All Stages Stage One Stage Two Stage Three M 1. Physical public attendance allowed at public meetings in Links to Guides: conformance with state law. • Stage 1 2. Meetings to be held in the • Stage 2 1. Physical participation in the meeting at a City meeting largest meeting room possible, room allowed by Council/Advisory Body members and Council Chamber preferred, to staff if physical distancing can be accommodated. allow for physical distancing. Prior to reopening, 2. Physical public attendance allowed at public meetings in 3. Maintain signage encouraging complete Covid-19 conformance with state law. awareness of physical Self -Evaluation and 3. Ensure accommodations are in place to meet physical distancing. Certification Form distancing requirements, (6 'or greater). Useable chairs or 4. Continue virtual meeting space to be marked in advance for distancing, with the total protocol listed in Stage One to 1. Offices are closed to the general public. 1. Offices are closed to the general public. number physically allowed in the space to be posted outside support vulnerable persons who Continue following 2. City Council and essential Advisor Body meetings y y y g 2. City Council and essential Advisor Body meetings are y y y g the space. Install microphone stand to accommodate the use of wireless microphone at the podium and utilize may not be able to physically attend. Public Meeting established Cityare policies for: Physical only held virtually via remote. teleconference/videoconference (GoToWebinar only held virtually via remote. teleconference/videoconference (GoToWebinar format) windscreen covers to increase cleanliness of microphone between speakers during public comment. 5. Maintain signage requesting /reminding all public to follow Settings distancing, PPE, format) in conformance with state law. 3. Ensure accommodations are in place for public in conformance with state law. 3. Ensure accommodations are in place for public 4. Meetings to be held in the largest meeting room possible, County protocols related to personal hygiene, and involvement and input via email, joining the virtual involvement and input via email, joining the virtual Council Chamber preferred, to allow for physical distancing. good hygiene prior to disinfecting: meeting, and viewing on cable channel 20. meeting, and viewing on cable channel 20. 5 . Maintain signage encouraging awareness of physical entrance. • Health Screening distancing. 6. Ensure disinfectant is Policy 6. Continue virtual meeting protocol listed in Stage One to available in office and meeting • Health Screening allow additional public participation. settings. Checklist 7. Ensure appropriate PPE (masks, hand sanitizer, hand 7. Recommend employees • Return to Work soap) is available. continue to follow County Policy 8. Use existing medical screening procedures in place. Health Dept. protocols related 9. Following each in person meeting, disinfect meeting to good hygiene. • Voluntary Use of spaces using existing disinfecting protocols. Following each 8. Following each in person Cloth Facemasks meeting, document the time the space was cleaned. meeting, disinfect meeting • leaning and spaces using existing Disinfecting disinfecting protocols. Following Facilities Policy each meeting, document the time the space was cleaned. Page 11 Packet Page 59 ATTCHMENT A Item 2 City Operations - Roadmap to Reopening V1.10 - Mav 20, 2020 All Stages Stage Two Stage Three Stage Four 1. Staff meetings normally held in shop settings will take place outside of shop areas when physical Links to Guides: distancing is not feasible. 1. Staff meetings normally held in shop settings will take • Stage 1 2. Ensure employees have proper PPE prior to going place outside of shop areas when physical distancing is • Stage 2 to their work assignment location. not feasible. • Stage 3 3. Ensure that City vehicle door handles, seatbelts, 2. Ensure employees have proper PPE prior to going to their Stage 4 seats, and steering wheels are disinfected prior to work assignment location. 1. Encourage field and shop employees to continue to use leaving the City facility. 3. Maintain that City vehicle door handles, seatbelts, seats, proper PPE as much as possible in the scope of their activities 4. Maintain supplies of hand sanitizer in the cab of and steering wheels are disinfected prior to leaving the as recommended by the County Health Dept. Prior to reopening, City vehicles prior to leaving the City facility. City facility. 2. Maintain that City vehicle door handles, seatbelts, seats, and complete Covid-19 5. Encourage physical distancing between 4. Maintain supplies of hand sanitizer in the cab of City steering wheels are disinfected prior to leaving the City Self -Evaluation and employees, contractors, and the public whenever vehicles prior to leaving the City facility. facility.1. Provide employees with the proper p Certification Form practical. 6. City employees at offsite locations wash hands 5. Encourage physical distancing between employees, contractors, and the public whenever practical. 3. Maintain supplies of hand sanitizer in the cab of City vehicles t their PPE have available frequently. 6. City employees at offsite locations wash hands frequently. prior to leaving the City facility. nt work site for their discretion to use. site 7. City tool handles are disinfected after the job is 7. City tool handles are disinfected after the job is 4. Continue physical distancing between employees, 2. Encourage field and shop Continue following completed. completed. contactors, and the public whenever practical. personnel to maintain City Field and Shop established City 8. Employees practice physical distancing with each 8. Employees practice physical distancing with each other. 5. Recommend that if possible, at the job site or on breaks, vehicles, shops, and tools to be Settings policies for: Physical other. 9. Ensure that at the end of work at the job site, employees employees practice physical distancing with each other. as clean as possible for distancing, PPE, 9. Ensure that at the end of work at the job site, disinfect any tool, part, or item prior to returning to the 6. Recommend that at the end of work at the job site, employees disinfect any tool, part, or item prior to returning to the City themselves, and for the next employee using the equipment. personal hygiene, and employees disinfect any tool, part, or item prior to City facility. facility. 3. Recommend employees continue disinfecting: returning to the City facility. 9 Y Y• 10. Ensure that the same City vehicle seat, seatbelt, steering y g 7. Ensure that City facilities office areas used by the to follow County Health Dept. • Health Screening 10. Ensure that the same City vehicle seat, seatbelt, wheel, inside door handle, keys, and any other area employee are disinfected at the end of the day using existing protocols related to good Polic steering wheel, inside door handle, keys, and any appropriate, is disinfected using existing protocols. protocols. hygiene. • Health Screening other area appropriate, is disinfected using 11. At the end of the day, disinfect workspace, common 8. Encourage employees to practice proper hygiene in Checklist existing protocols. work areas such as copiers, break areas, and City accordance with County Health protocols prior to returning • Return to Work 11. At the end of the day, disinfect workspace, vehicles used during the shift, following the existing home. Policy common work areas such as copiers, break disinfecting protocols. Document the time the space was 9. Implement office staffing plans to facilitate physical distancing areas, and City vehicles used during the shift, cleaned. in the workplace. • Voluntary Use of followingthe existing disinfecting protocols. 9 9 pp 12. Recommend that employees ractice proper hygiene in p p Y9� Cloth Facemasks Document the time the space was cleaned. accordance with Health Dept guidelines prior to returning • Cleaning and 12. Recommend that employees practice proper home. Disinfecting hygiene in accordance with Health Dept guidelines 13. Implement office staffing plans to facilitate physical Facilities Policy prior to returning home. distancing in the workplace. 13. Implement office staffing plans to facilitate physical distancing in the workplace. Page 12 Packet Page 60 ATTCHMENT A Item 2 City Operations - Roadmap to Reopening V1.10 - May 20, 2020 Stages StageAll City Park and Recreation facilities, playground areas, Parks and Open Space remain open under the following and equipment are closed including Laguna Lake Golf guidance: Course, Damon Garcia Sports Complex, Senior Center, Events in parks and facilities, such Jack House, Ludwick Community Center, and SLO 1. Ensure accommodations are in place for physical Facilities, plavground areas, and equipment may reopen under as Mission Plaza, maybe supported Swim Center. the following guidance: Links to Guides: distancing requirements (6' or greater). under the following guidance: • Stage 1 Public events, classes, and activities are suspended. 2. Ensure Parks Maintenance is available to support any 1. Please see custom guides for facilities such as SLO Swim • Stage 2 reopened programs and services. Center and Laguna Lake Golf Course, which may reopen 1. Provide employees with the Parks and Open Space areas remain open. 3. Ensure employees have proper PPE prior to going to their following all State and County guidelines. proper PPE to have available at Prior to reopening, work assignment location. 2. Ensure accommodations are in place for physical their work site for their discretion complete Covid-19 1. Ensure accommodations are in place for physical 4. Group play, pick-up games, should continue to be monitored distancing requirements (6' or greater). to use. Self -Evaluation and distancing requirements (6' or greater). and can include no more than 10 individuals. 3. Ensure Parks Maintenance is available to support any 2. Ensure Parks Maintenance is Certification Form 2. Provide directional signage for physical distancing 5. Safety monitor will provide check -in services to facilities reopened programs and services. available to support any requirements (6' or greater). for staff. 6. Bystanders or loitering will not be permitted within 4. Bystanders or loitering will not be permitted within facility reopened programs and services. Continue followingp 3. Ensure employees have ro proper PPE prior to going p p g g facility. unless capacity allows. p y 3. Encourage staff to maintain established Cityto their work assignment location. 7. Facility and equipment used will be cleaned hourly. 5. Facility and equipment used will be cleaned hourly. facilities to be as clean as CityPark and policies for: Physical p Y 4. Wash hands at a minimum of once per hour. 5. Recommend hygiene Sanitation buckets and wipes will be provided for equipment Sanitation buckets and wipes will be provided for equipment possible for themselves, and for distancing, PPE, employees practice proper (childcare equipment, golfing equipment, etc.) (childcare equipment, golfing equipment, etc.). the next employee using the Recreation personal hygiene, and in accordance with the County Health Dept 8. Rental of equipment will not be allowed. 6. Rental of equipment will be sanitized upon return. equipment. Facilities disinfecting: guidelines prior to returning home. 9. Wash hands at a minimum of once per hour. 7. Wash hands at a minimum of once per hour. 4. Encourage personnel that at the • Health Screeningp 6. Avoid ALL unnecessary travel between City 10. Recommend employees ractice proper hygiene in p p Yg 8. Recommend employees practice proper hygiene in end of work at the job site, to Polic � facilities. accordance with the County Health Dept guidelines prior to accordance with the County Health Dept guidelines prior to clean all equipment and 7. City tool handles are disinfected after the job is returninghome. returning home. materials. • Health Screening Checklist completed. 11. Avoid unnecessary travel between City offices and 9. Avoid unnecessary travel between City offices and 5. Post signs for employees to 8. Employees practice physical distancing with each facilities. facilities. practice proper hygiene in • Return to Work other. 12. City tool handles are disinfected after the job is 10. Ensure employees have proper PPE prior to going to their accordance with County Health Policy 9. Request users to use personal pen, pencil, etc. or completed. work assignment location. protocols prior to returning home. • Voluntary Use of disinfect in between uses. 13. Employees practice physical distancing with each other. 11. Recommend that if possible, at the job site or on breaks, 6. Adhere to all safety industry Cloth Facemasks 10. Adhere to all safety industry protocol established 14. Request users to use personal pen, pencil, etc. or employees practice physical distancing with each other. protocol established by State • Cleaning and by State Licensing, American Red Cross, and disinfect in between uses. 12. Adhere to all safety industry protocol established by State Licensing, American Red Cross, Disinfecting County Health. 15. Adhere to all safety industry protocol established by Licensing, American Red Cross, and County Health. and County Health. Facilities Policy 11. Implement office staffing plans to facilitate physical State Licensing, American Red Cross, and County Health. 13. Implement office staffing plans to facilitate physical 7. Hand washing stations are distancing in the workplace. 16. Implement office staffing plans to facilitate physical distancing in the workplace. available throughout venue. 12. Provide special accommodations for personnel who distancing in the workplace. 14. Provide special accommodations for personnel who are are vulnerable to the maximum extent feasible. . 17Provide special accommodations for personnel who are vulnerable to the maximum extent feasible. 13. Avoid unnecessary travel between City offices and vulnerable to the maximum extent feasible. facilities. Links to Guides: • Stage 1 • Stage 2 Prior to reopening, complete Covid-19 1. Vulnerable populations can Self -Evaluation and resume public interactions, but Certification Form 1. No gatherings are permitted. 1. Public gatherings of no more than 10 people. 1. Public gatherings of no more than 50 people. should practice physical 2. Eliminate all non -essential travel. 2. Minimize non -essential travel. 2. Minimize non -essential travel. distancing and minimizing Continue following 3. Encourage remote work to the maximum extent 3. Partial/staged/modified reopening under strict operating 3. Remain open under modified operating standards for exposure. established City policies feasible. standards for distancing, sanitation, hygiene. distancing, sanitation, hygiene. 2. Physical distancing eased. Minimum for: Physical distancing, y g, 4. Close common or congregation areas at 4. Encourage remote work if practical. 4. Encourage remote work if practical. 3. Gatherings with restrictions on Requirements fora PPE, personal hygiene, workplaces. 5. Close common or congregation areas at workplaces 5. Close common or congregation areas at workplaces and/or numbers of people TBD. Custom Checklist and disinfecting: 5. Provide special accommodations for personnel who and/or enforce strict operating standards. enforce modified operating standards. 4. Low -risk populations should • Health Screening are vulnerable to the maximum extent feasible. 6. Provide special accommodations for personnel who are 6. Continue to provide special accommodations for personnel consider minimizing time spent Polic � 6. Implement office staffing plans to facilitate physical vulnerable to the maximum extent feasible. who are vulnerable to the maximum extent feasible. in crowded environments. • Health Screening distancing in the workplace. 7. Implement office staffing plans to facilitate physical 7. Implement office staffing plans to facilitate physical 5. Resume unrestricted staffing Checklist distancing in the workplace. g p distancing in the workplace. g p and operations and fully reopen. • Return to Work Policy • Voluntary Use of Cloth Facemasks • Cleaning and Disinfecting Facilities Polic *Refer to SLO County Public Health Department, Environmental Health Services operating protocols for businesses and venues **If any Fire Department Field Personnel are diagnosed with COVID-19, all Stage 1, Stage 2, and Stage 3 procedures will cease, and the Fire Department will return to Isolation Protocol Page 13 Packet Page 61 Additional Attachments: ATTCHMENT A Item 2 City Operations - Roadmap to Reopening V1.10 — May 20, 2020 Feedback Loop Template Employees can use this template as a guide to email feedback to your designated department representative. ■ Department/Division: ■ Do you have enough PPE and cleaning supplies in your department/division? ■ Has your department/division been able to maintain physical distancing during work activities? If no, please provide specifics. ■ Are the policies and guidelines provided by the City clear to you and those in your department/division? If no, please provide specifics. ■ Do you or anyone in your division have concerns, if so what are those concerns? Page 14 Packet Page 62 ATTCHMENT A Item 2 Department: Facility/Location: Section/Program: # of Section/Program Staff: Before restarting a program or service pursuant to the Roadmap, ensure that the Department Head is aware of the activity and any associated expenditures, and that they have been authorized pursuant to the City's fiscal policies and purchasing guidelines with budget appropriations in place During REOPENING STAGE 1, to coincide with direction from the State of California and the County of San Luis Obispo, City staff will ensure the following: 1. Service typically provided at the City's public counters will be provided remotely (phone, video, web). Public counters and common public areas such as City Hall and the 919 Palm lobby are closed to the general public. 2. Encourage remote work to the maximum extent feasible. 3. Utilize Skype for Business or other IT for virtual meetings; suspend non -essential in person meetings. 4. Discourage staff from using the phone, desk, office, or other equipment of another staff member. 5. Ensure appropriate PPE (masks, hand sanitizer, hand soap) is available. 6. At the end of the day, disinfect workspace, common work areas such as copiers, break areas, and City vehicles used during the shift, following the existing disinfecting protocols. Document the time the space was cleaned. 7. Practice proper hygiene. 8. Implement office staffing plans to facilitate physical distancing in the workplace. 9. Provide special accommodations for personnel who are vulnerable to the maximum extent feasible. Signatures: Supervisor/Date Department Head/Date Packet Page 63 Item 2 Department: Facility/Location: Section/Program: # of Section/Program Staff: Before restarting a program or service pursuant to the Roadmap, ensure that the Department Head is aware of the activity and any associated expenditures, and that they have been authorized pursuant to the City's fiscal policies and purchasing guidelines with budget appropriations in place During REOPENING STAGE 2, to coincide with direction from the State of California and the County of San Luis Obispo, City staff will ensure the following: 1. Service typically provided at the City's public counters will be provided remotely (phone, video, web). Public counters and common public areas such as City Hall and the 919 Palm lobby are closed to the general public until a soft reopening is initiated, starting with meetings by appointment and transitioning to limited counter hours. 2. Encourage remote work if practical. 3. Encourage Skype for Business or other IT for virtual meetings; suspend non -essential in person meetings. 4. Discourage staff from using the phone, desk, office, or other equipment of another staff member. 5. Ensure accommodations are in place to meet physical distancing requirements, (6'or greater). 6. Implement as needed office staffing plan to support physical distancing through staggered shifts. 7. Ensure appropriate PPE (masks, hand sanitizer, hand soap) is available. 8. Small group essential in person meetings with customers may be scheduled with health screening procedures, physical distancing, and decontamination procedures in effect. 9. Essential in person meetings with City staff, including any members of the public, limited to no more than ten individuals total. 10. Limited open counter hours may be pursued as part of a soft reopening provided all physical improvements to support social distancing are in place and enough staff are on site to support counter operations. 11. Following each in person meeting, disinfect meeting spaces using existing disinfecting protocols. Following each meeting, document the time the space was cleaned. 12. At the end of the day, disinfect workspace, common work areas such as copiers, break areas, and City vehicles used during the shift, following the existing disinfecting protocols. Document the time the space was cleaned. 13. Practice proper hygiene. 14. Provide special accommodations for personnel who are vulnerable to the maximum extent feasible. Signatures: Supervisor/Date Department Head/Date Packet Page 64 ATTCHMENT A Department: Facility/Location: Section/Program: # of Section/Program Staff: Before restarting a program or service pursuant to the Roadmop, ensure that the Department Head is aware of the activity and any associated expenditures, and that they have been authorized pursuant to the City's fiscal policies and purchasing guidelines with budget appropriations in place During REOPENING STAGE 1, to coincide with direction from the State of California and the County of San Luis Obispo, City staff will ensure the following: 1. Offices and common public areas such as City Hall and the 919 Palm Street lobby are closed to the general public. 2. Encourage remote work to the maximum extent feasible. 3. Utilize Skype for Business or other IT for virtual meetings; suspend non- essential in person meetings. 4. Discourage staff from using the phone, desk, office, or other equipment of another staff member. 5. Ensure appropriate PPE (masks, hand sanitizer, hand soap) is available. 6. Wash hands at a minimum of once per hour. 7. At the end of the day, disinfect workspace, common work areas such as copiers, break areas, and City vehicles used during the shift, following the existing disinfecting protocols. Document the time the space was cleaned. 8. Practice proper hygiene. 9. Implement office staffing plans to facilitate physical distancing in the workplace. 10. Avoid ALL unnecessary travel between City offices and facilities. 11. Provide special accommodations for personnel who are vulnerable to the maximum extent feasible. Signatures: Supervisor/Date Department Head/Date Packet Page 65 Department: Facility/Location: Section/Program: # of Section/Program Staff: Before restarting a program or service pursuant to the Roadmap, ensure that the Department Head is aware of the activity and any associated expenditures, and that they have been authorized pursuant to the City's fiscal policies and purchasing guidelines with budget appropriations in place During REOPENING STAGE 2, to coincide with direction from the State of California and the County of San Luis Obispo, City staff will ensure the following: 2 3 4 5 6 7 8 9. 10 11 12 13 14 15 Service typically provided at the City's public counters will be provided remotely (phone, video, web). Public counters and common public areas such as City Hall and the 919 Palm lobby are closed to the general public until a soft reopening is initiated, starting with meetings by appointment and transitioning to limited counter hours. Limited open counter hours may be pursued provided all physical improvements to support social distancing are in place and enough staff are on site to support counter operations. Encourage remote work if practical. Encourage Skype for Business or other IT for virtual meetings; suspend non -essential in person meetings. Ensure accommodations are in place to meet physical distancing requirements, (6`or greater). Implement office staffing plan to support physical distancing through staggered shifts. Discourage staff from using the phone, desk, office, or other equipment of another staff member. Small group essential in person meetings with customers may be scheduled with medical screening procedures, physical distancing, and decontamination procedures in effect. Essential in person meetings with City staff, including any members of the public, limited to no more than ten individuals total. Following each in person meeting, disinfect meeting spaces using existing disinfecting protocols. Following each meeting, document the time the space was cleaned. Wash hands at a minimum of once per hour. At the end of the day, disinfect workspace, common work areas such as copiers, break areas, and City vehicles used during the shift, following the existing disinfecting protocols. Document the time the space was cleaned. Practice proper hygiene. Avoid unnecessary travel between City offices and facilities. Implement office staffing plans to facilitate physical distancing in the workplace. Signatures: Supervisor/Date Department Head/Date Packet Page 66 ATTCHMENT A Department: Facility/Location: Section/Program: # of Section/Program Staff: Before restarting a program or service pursuant to the Roadmop, ensure that the Department Head is aware of the activity and any associated expenditures, and that they have been authorized pursuant to the City's fiscal policies and purchasing guidelines with budget appropriations in place During REOPENING STAGE 1, to coincide with direction from the State of California and the County of San Luis Obispo, City staff will ensure the following: 1. Staff meetings normally held in shop settings will take place outside of shop areas when physical distancing is not feasible. 2. Ensure employees have proper PPE prior to going to their work assignment location. 3. Ensure that City vehicle door handles, seatbelts, seats, and steering wheels are disinfected prior to leaving the City facility. 4. Maintain supplies of hand sanitizer in the cab of City vehicles prior to leaving the City facility. 5. Encourage physical distancing between employees, contractors, and the public whenever practical. 6. City employees at offsite locations wash hands frequently. 7. City tool handles are disinfected after the job is completed. 8. Employees practice physical distancing with each other. 9. Ensure that at the end of work at the job site, employees disinfect any tool, part, or item prior to returning to the City facility. 10.Ensure that the same City vehicle seat, seatbelt, steering wheel, inside door handle, keys, and any other area appropriate, is disinfected using existing protocols. 11.At the end of the day, disinfect workspace, common work areas such as copiers, break areas, and City vehicles used during the shift, following the existing disinfecting protocols. Document the time the space was cleaned. 12.Recommend that employees practice proper hygiene in accordance with Health Dept guidelines prior to returning home. 13.Implement office staffing plans to facilitate physical distancing in the workplace. Signatures: Supervisor/Date Department Head/Date Packet Page 67 Department: Facility/Location: Section/Program: # of Section/Program Staff: Before restarting a program or service pursuant to the Roadmop, ensure that the Department Head is aware of the activity and any associated expenditures, and that they have been authorized pursuant to the City's fiscal policies and purchasing guidelines with budget appropriations in place During REOPENING STAGE 2, to coincide with direction from the State of California and the County of San Luis Obispo, City staff will ensure the following: 1. Staff meetings normally held in shop settings will take place outside of shop areas when physical distancing is not feasible. 2. Ensure employees have proper PPE prior to going to their work assignment location. 3. Maintain that City vehicle door handles, seatbelts, seats, and steering wheels are disinfected prior to leaving the City facility. 4. Maintain supplies of hand sanitizer in the cab of City vehicles prior to leaving the City facility. 5. Encourage physical distancing between employees, contractors, and the public whenever practical. 6. City employees at offsite locations wash hands frequently. 7. City tool handles are disinfected after the job is completed. 8. Employees practice physical distancing with each other. 9. Ensure that at the end of work at the job site, employees disinfect any tool, part, or item prior to returning to the City facility. 10. Ensure that the same City vehicle seat, seatbelt, steering wheel, inside door handle, keys, and any other area appropriate, is disinfected using existing protocols. 11. At the end of the day, disinfect workspace, common work areas such as copiers, break areas, and City vehicles used during the shift, following the existing disinfecting protocols. Document the time the space was cleaned. 12. Recommend that employees practice proper hygiene in accordance with Health Dept guidelines prior to returning home. 13. Implement office staffing plans to facilitate physical distancing in the workplace. Signatures: Supervisor/Date Department Head/Date Packet Page 68 ATTCHMENT A Department: Facility/Location: Section/Program: # of Section/Program Staff: Before restarting a program or service pursuant to the Roadmop, ensure that the Department Head is aware of the activity and any associated expenditures, and that they have been authorized pursuant to the City's fiscal policies and purchasing guidelines with budget appropriations in place During REOPENING STAGE 1, to coincide with direction from the State of California and the County of San Luis Obispo, City staff will ensure the following: 1. Offices are closed to the general public. 2. City Council and essential Advisory Body meetings are only held virtually via remote. teleconference/videoconference (GoToWebinar format) in conformance with state law. 3. Ensure accommodations are in place for public involvement and input via email, joining the virtual meeting, and viewing on cable channel 20. Signatures: Supervisor/Date Department Head/Date Packet Page 69 Department: Facility/Location: Section/Program: # of Section/Program Staff: Before restarting a program or service pursuant to the Roadmop, ensure that the Department Head is aware of the activity and any associated expenditures, and that they have been authorized pursuant to the City's fiscal policies and purchasing guidelines with budget appropriations in place During REOPENING STAGE 2, to coincide with direction from the State of California and the County of San Luis Obispo, City staff will ensure the following: 1. Offices are closed to the general public. 2. City Council and essential Advisory Body meetings are only held virtually via remote. teleconference/videoconference (GoToWebinar format) in conformance with state law. 3. Ensure accommodations are in place for public involvement and input via email, joining the virtual meeting, and viewing on cable channel 20. Signatures: Supervisor/Date Department Head/Date Packet Page 70 ATTCHMENT A Department: Facility/Location: Section/Program: # of Section/Program Staff: Before restarting a program or service pursuant to the Roadmap, ensure that the Department Head is aware of the activity and any associated expenditures, and that they have been authorized pursuant to the City's fiscal policies and purchasing guidelines with budget appropriations in place During REOPENING STAGE 1, to coincide with direction from the State of California and the County of San Luis Obispo, City staff will ensure the following: City Park and Recreation facilities, playground areas, and equipment are closed including Laguna Lake Golf Course, Damon Garcia Sports Complex, Senior Center, Jack House, Ludwick Community Center, and SLO Swim Center. Public events, classes, and activities are suspended. Parks and Open Space areas remain open. 1. Ensure accommodations are in place for physical distancing requirements (6' or greater). 2. Provide directional signage for physical distancing requirements (6' or greater). 3. Ensure employees have proper PPE prior to going to their work assignment location. 4. Wash hands at a minimum of once per hour. 5. Recommend employees practice proper hygiene in accordance with the County Health Dept guidelines prior to returning home. 6. Avoid ALL unnecessary travel between City facilities. 7. City tool handles are disinfected after the job is completed. 8. Employees practice physical distancing with each other. 9. Request users to use personal pen, pencil, etc. or disinfect in between uses. 10. Adhere to all safety industry protocol established by State Licensing, American Red Cross, and County Health. 11. Implement office staffing plans to facilitate physical distancing in the workplace. 12. Provide special accommodations for personnel who are vulnerable to the maximum extent feasible. 13. Avoid unnecessary travel between City offices and facilities. Signatures: Supervisor/Date Department Head/Date Packet Page 71 Department: Facility/Location: Section/Program: # of Section/Program Staff: Before restarting a program or service pursuant to the Roadmop, ensure that the Department Head is aware of the activity and any associated expenditures, and that they have been authorized pursuant to the City's fiscal policies and purchasing guidelines with budget appropriations in place During REOPENING STAGE 2, to coincide with direction from the State of California and the County of San Luis Obispo, City staff will ensure the following: Parks and Open Space remain open under the following guidance: 1. Ensure accommodations are in place for physical distancing requirements (6' or greater). 2. Ensure Parks Maintenance is available to support any reopened programs and services. 3. Ensure employees have proper PPE prior to going to their work assignment location. 4. Group play, pick-up games, should continue to be monitored and can include no more than 10 individuals. 5. Safety monitor will provide check -in services to facilities for staff. 6. Bystanders or loitering will not be permitted within facility. 7. Facility and equipment used will be cleaned hourly. Sanitation buckets and wipes will be provided for equipment (childcare equipment, golfing equipment, etc.) 8. Rental of equipment will not be allowed. 9. Wash hands at a minimum of once per hour. 10. Recommend employees practice proper hygiene in accordance with the County Health Dept guidelines prior to returning home. 11. Avoid unnecessary travel between City offices and facilities. 12. City tool handles are disinfected after the job is completed. 13. Employees practice physical distancing with each other. 14. Request users to use personal pen, pencil, etc. or disinfect in between uses. 15. Adhere to all safety industry protocol established by State Licensing, American Red Cross, and County Health. 16. Implement office staffing plans to facilitate physical distancing in the workplace. Provide special accommodations for personnel who are vulnerable to the maximum extent feasible. Signatures: Supervisor/Date Department Head/Date Packet Page 72 ATTCHMENT A Department: Facility/Location: Section/Program: # of Section/Program Staff: Before restarting a program or service pursuant to the Roadmop, ensure that the Department Head is aware of the activity and any associated expenditures, and that they have been authorized pursuant to the City's fiscal policies and purchasing guidelines with budget appropriations in place During REOPENING STAGE 1, to coincide with direction from the State of California and the County of San Luis Obispo, City staff will ensure the following: 1. No gatherings are permitted. 2. Eliminate all non -essential travel. 3. Encourage remote work to the maximum extent feasible. 4. Close common or congregation areas at workplaces. 5. Provide special accommodations for personnel who are vulnerable to the maximum extent feasible. 6. Implement office staffing plans to facilitate physical distancing in the workplace. Signatures: Supervisor/Date Department Head/Date Packet Page 73 Department: Facility/Location: Section/Program: # of Section/Program Staff: Before restarting a program or service pursuant to the Roadmop, ensure that the Department Head is aware of the activity and any associated expenditures, and that they have been authorized pursuant to the City's fiscal policies and purchasing guidelines with budget appropriations in place During REOPENING STAGE 2, to coincide with direction from the State of California and the County of San Luis Obispo, City staff will ensure the following: 1. Public gatherings of no more than 10 people. 2. Minimize non -essential travel. 3. Partial/staged/modified reopening under strict operating standards for distancing, sanitation, hygiene. 4. Encourage remote work if practical. 5. Close common or congregation areas at workplaces and/or enforce strict operating standards. 6. Provide special accommodations for personnel who are vulnerable to the maximum extent feasible. 7. Implement office staffing plans to facilitate physical distancing in the workplace. Signatures: Supervisor/Date Department Head/Date Packet Page 74 Roadmap to Phased Reopening of City Facilities May 22, 2020 CL04S UNTIL FURTHER NOTICF. STAY SAFE . DON'T FFERK 09, W E' LL SEE YOU 500N • Recommendation • Receive and file the Roadmap. Background • Since the March "stay at home" order, City operations have been greatly affected. • Open facilities have closed • Many employees work from home • Procedures and policies have been implemented to ensure employee health and safety. • As of May 21, no City employees have tested positive for Covid-19 Reopening • The State and County Public Health have indicated that activity previously restricted may now begin to open with modifications to ensure public health. • On May 20, the State of California approved the County of San Luis Obispo for full Phase 2 of Reopening. WE ARE d en AND safe! WE COMA" EMPLOYEES AA OWe are doing power to apt We are follov health and s< OWe are effeci guidelines to (ESTAMOS Xbierlos Y TRABAJANDO CON Seguridaid! BUSINESS READINESS TO REOPEN COVID-19 SELF -EVALUATION & CERTIFICATION Business Name: Business Sector - Facility Address, Contact the following person with any qu estims or comments about this protocol Business contact Person: Phone Number: Prior to reopening, businesses owners or managers must completeand sign this COVID-79 Self -Evaluation & Certification form jar each fact ty. By signing this form, the business ownerlmanager acknowledges the need to comply with the States Resilience Roadmap and to implement all appbrable State guidance documents m help workplaces reopen and operate safely. Businesses must retain a copy of this completed and signed form on -site at all facilities or business locations and provide to County or City offcials upon request. Detailed information regarding the State's Resilience Roadmap and all State guidance that has been issued for each business Bettor is availableat �tmsllcomd19.ca.govlroadrr,z Implemented Category of State Requirements andlor Guidance Notes if related measures not at Business (review 5— detdls._- i fully implemented Performed a detailed riskassessment and Yes �No implement a site -specific protection plan in accordance with the State guidance documents issued for my business Bed Train employees on how to limit the spread of Yes �Nn COVID-19. including how toscreenthemsefvesfor symptoms antl stay at home if they ha✓e any cf the symptoms. Yes �Na Implement individual control measures and screening processes as defined by the State. Yes []N❑ Implement cleaningand disinfecting protocols. Yes LNo Implement sociaVphysical distanci rig guidelines. The undersigned tmmbyself-certifies thvtmybusirtess hos or wo; implemenr applicabLe measures detarled checked above and any applicable State guidance documents issued for my business sector, or I have noted why any measure rhar is nor implemented is inapplicable to my business: Sips re: boil& _ Nam*: Phi Role/Pailtl*n vWth Bu*le*sx W [etl 0 k iZ.�ZG- ais[foimer. Cacn[ys re[anmmdeO form m%➢e repla[ed os State cb[eineins Ge[onx avrnpNe. Pmp rgp ncylj Q prgyfpTnpn Roadmap Background • Planning for reopening City operations began on April 21 and was developed through employee feedback, internal collaboration, external comparison and thorough review and refinement • During the development of this Roadmap, the City pivoted from County Reopening guidance to the State's Phased Opening Ito pEN11yG for Movtns��o / Go J, Shrlt lr a[ Hnm! COVID-19 EMPLOYEE FEEDBACK Through discussions with focus groups', we have learned numerous lessons shout our work since the Pandemic: WHAT WE COULD DO BETTER • Manage Communicat Improve PPE Stockpil . IT assistance WHAT WENT %MELL k0y transparent communication from trusted ources luick tronsitions )nlin4 and io-person esources for lnfermation :HANGES WE CAN KEEP • Skype meetings • Remote work WHAT WE • Hygienic practices NEED TO FEEL staggered work schedules SAFE . Improved PPE Stockpile • Continued Communication • Clear guidelines for reopening • City-wide Employee Testing STAGE 2: Lower -risk workplaces 1% _V I STAGE3: STAGE4: Higher -risk End of Stay workplaces Home Order Roadmap The City's Roadmap is intended for use by staff to guide decision making and establish best practices when a new COVID-19 pandemic stage is designated by the State/County Five key points: 1. Direct expansion or contraction of operations 2. Identify objectives and strategies 3. Establish guidelines in accordance with Phases 4. Community & Employee Safety 5. Support community in its reopening City of San Luis Obispo City Operations - Roadmap to Reopening 05/20/2020 Version 1.10 Guides Guidelines are established Operational Guidelines Matrix which are broken into phases of reopening and workspace type. Guides have been developed for: • Public Counter/Open Facilities • Public Meetings • Office and Meeting • Field and Shop • City Park and Recreation Facilities • Minimum Requirements for Custom Checklists f' SectionlProQram; l I Department. q of section/1"foglam Stsv' tt+e Facility1LOcation-. rnswettiatthe DeAarr"xntNeodis figal s rvi[t Pursuant !o she 8aadrriaP. iced Pu".'It to [tic Lfrys a min Ar sr and t)wt t+ieY trove" Aa[hor gejarc Fes tartrnQtrd rxprnd+twrs. activity and 00Y t apProp,.,mions in P the {aunty of San Luis and Purcha 09 Ode!lnes with budpr h direction horn � State of California a od DuririQ REOPENING STAGE 2, to coincide wit ovlded remotely {Phone video. }�gi Obispo, OV staff will ensure the foliowin6; are dosed to the limited ie counters witl be Pr to hinted salty Provided at public areassuch as th Hall and the appointment ointmen ba d ttansdioning 1 service9,bi" c urit with meetings by ePpoi social public counters and common Pu ovgrnenls to suppod Ptipiic until a soft reopening is initiated, starling 1 impt be pursued Provided all unlef a rations counter pouts hours Maybe�¢ on site to support counter ape Z limited open counter hou essential in person meetings dislanan9 a1e in Place and enough d s suspend non" featety �. Encourage remote wont d Practical. virtual nice nQ. h sicat distancing reginrements. lb'or g e SkYpe to Business a other Il' for tt►rouQh staggered shifts mbef. 4 Encourag odahons ate m place to meet p an to suppotl physical distancofdn4�t equtp+rtent of another staff me 5. Ensuie accoisxri one, desk. office. a be scheduled Vvitt> medical sCteeninQ g Impiern¢nt office staffrn using the phOle frith customers maY ore than 7 Discourage seat( tram ison meetng tes in etlecf $ Sall group essential rn Pe and decontamination pro me bees of the Punic. limited to no m edures. PbYS' meetings vrith CiSY staff. including any me otocols Fa""'ng p outing disinfecting Pr g, Essential in Aers m disintetd meeUnp spaces using t=. ten indtvidupls 10ta1 mom. g. w� cleaned and City 10. ForWong each in=en copiers, break areas, a each meeting. document the time the Waco No, minimum of once P¢ Ce Cornm� work areas such as 11. Ee Wash hands at a disintect Workspa flee existing disinfecting protocols Document the time the spa 12 Al the end of the day. vehicles used dung the shift. tollavrt g was deans c hy0iene.y otT,ces and fao ties 13. praCtlre i+t travel ber ee_ physical cin4 ,the workplace 14. Avetd u nn }fisce&slaffislfy plans to tacatift phy 15. 3mpeme Recommendation • Receive and file the Roadmap. WE COMMIT TO KEEP OUR EMPLOYEES AND CUSTOMERS SAFf7 OWe are doing everything in our power to operate safely, we are following our industrys health and safety guidelines. 1, A �` �. V w T r -. .ff� �.- R —�_ GI'�_� � T-. _ 4.�� .�v{i- _ - .:P!\. �'S. `•��.�}�r� r - -t�ya r W IL �' i !"�. k •� s ' _ � /�� n III � Rl ' w q GAT Y O n CITY 4F LUIS OBISPO LEI so Stage One Stage Two Phase 1 & 2 Generally the Phased Guides include the following: Phase 1— Safety and Preparedness • Congregation areas closed • Intensive physical distancing in workplace • Eliminate non -essential travel • Remote work maximized Phase 2 — Lower Risk Workplaces (Current) • No more than 10 in gatherings • Minimize non -essential travel • Remote work when practical • New office staffing plans to facilitate distancing • Modified opening with strict operating standards on MEN ■■ ■■ INNO■■ ■■ a ■■ 0 Stage Three Phase 3 & 4 Generally the Phased Guides include the following: Phase 3 — Higher Risk Workplaces • Gatherings capped at 50 people • Minimized non -essential travel • Open under modified standards for distancing and sanitation • Remote work still encouraged Phase 4 — End of Shelter Order • Ease but maintain distancing • Gathering sizes and restrictions TBD based on future planning • Assist and encourage high -risk populations to minimize risk